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Google Apps has been embraced by millions of schools and campuses, but is your classroom getting the most from it? Join educator Aaron Quigley as he shows K–12 teachers how to use Google Apps for Education to streamline communication, save time, and increase content mastery. Administrators can learn how to set up Apps for Education, verify your domain name, and add users, while teachers learn how to sort personal from school email, set up email signatures, add events to calendars, and create lesson plans with Google Drive. Administrators and teachers alike can learn how to set up custom Google sites for collaboration with parents and students, and extend Google Apps with apps like YouTube and Google Scholar.
Because the Google Docs that we create are also stored online in our Google Drive, it makes it very easy to create a survey, send a survey out, and then also collect the responses directly inside of your Google Drive. In this video, we're going to go ahead and create a survey for our staff members. The survey is going to inform us how we should contact and communicate with various staff members. Let's go and get started by clicking the Create button on the left-hand side. Because we're creating a survey, we're going to start by creating a Form. When it comes to creating forms, there's several ways that our users can actually interact with the form. If they choose to go to a webpage, we can also add some style to the form.
So the first step is to actually choose what theme or what style we'd like to use, as well as to give our form a title. I'm going to go ahead and title this Staff Survey. As I look at all the themes, there are a few that are very education appropriate, including Newspaper. However, I'm going to go ahead and choose this Argyle theme for our particular form today. And I'll go ahead and click the OK button. The first step is also to choose who can view this form. Right now in the default setting it says that they need to have logins to their Google Apps for Education account in order to view the form. If you're trying to collect information from people that are not necessarily users inside of your Google App for Education account, then you'd want to uncheck this setting.
I can also choose to Automatically collect respondent's Orange Valley School username. Now because I'm requiring them to log in and because I'd like to see who's taken the survey, I'm going to go ahead and check this box. That's going to allow me to quickly go through and see which staff members have completed the survey and which staff members still need to do the survey. And if I have a longer survey, I can also choose to show a progress bar at the bottom of each form page. The progress bar is simply a bar that is broken into the number of sections that equal the number of questions you have. So for example, if you have five questions in your survey, each time someone completes a question one fifth of the bar will be added to it until it's all the way complete.
One thing to keep in mind is that if you have a question that asks them to write a lot and then you have a multiple choice question, they'll be weighted the same in the progress bar. Okay, let's go and get started by creating the actual survey. To help us out, inside of the Exercise folders in Chapter Five, I've created a really simple word document that has some questions for us. I would like to know each staff member's preferred name, first and last, just in case you have staff members that go by their middle name, or they have a shortening, or abbreviation of their name. I'd also like to know their phone number. Often in the system, phone numbers are outdated, so this gives our staff members a chance to update their cell phone number for our communication purposes.
I'd also like to know their email address. Even though I've created an email address for them, it may not be the email address that they prefer to check all the time. And the last thing is I'd like to know how our staff members like to be contacted. Whether or not I should call, or send a text message. Whether or not I should email. And then I always like to throw a fun option in there, like courier pigeon, just try to make my staff laugh. Let's go ahead and head back to Google Drive and start building in these questions. The first thing we can do is we can actually give our staff survey a form description. This way when someone starts the survey, they can see what the survey is about. So I'm just going to say, Let us know your communication preferences.
The first question was, Name. I'm also going to add some helping text, such as First and Last Name. Now when it comes to question type, we have several options available to us. I'm going to go ahead and choose this to be a Text, which just means that the respondent will have a text box to type in the information. The last section is something called data validation. If I'd like to check to make sure they've entered in correct information, I can turn on a variety of data validations. This could be something like, it has to be number, or it has to be only text, has to be greater than a certain number or less than a certain number. Because this is for my staff, I'm not going to use any data validation for this particular survey.
I am, however, going to require them to answer this question. Now that the first question's built in, I'm going to add another one simply by using the drop down Item, and I'm going to go ahead and choose to add another Text box. This question's going to be Phone Number. The help text is going to be, What phone number can we contact you at. And even though this is a text response question, I am going to use data validation this time because I'd like to force it to be a number. So I'm going to say that it needs to be a number, and it just needs to be a whole number. I'm going to go ahead and make this a required question, and then scroll down to add the next item. The next item is Email Address.
So I'll once again use a Text box, and here the question title is going to be Email Address. And the help text is, Where do you prefer to receive email, with a question mark. This is a text box. I'm not going to use any validation because it could be a combination of numbers and letters, as well as the at symbol. I will go ahead and make this a required question, and we'll add our last question, which is, How do you prefer to be contacted. Now this particular question, I could just leave it text and let them fill it in. However, what I'm going to do is create check boxes. This way they can actually choose to check off more than one item. So the question is, How do you prefer to be contacted? And in the help text area I'm actually going to say, Choose all that apply, that way they know they can check more than one box.
The first option was Phone, I can simply just click below it to create a new option. And this option was Text Message. The third option is Email, and the fourth option, our silly option, was Courier Pigeon. I'm again going to make this a required question, and I think that I've got all the questions there, so I'm going to click Done. At this point, we can take a look at how some of the survey's starting to take shape together. I can see our questions. I can see the questions that are required have a red star next to them, and the way that the question title as well as the help text is showing up. So far, so good.
Let's go and take a look at the Confirmation page. After users complete the survey, they have the opportunity to see a confirmation page. This is where you can add some brief information to either redirect them to another page or just thank them for taking the time to do the survey. I can also show a link to submit another response. Because this is about individual information, there should not be a need for them to submit another response, so I'm going to go ahead and uncheck that box. I can also choose to publish a link to show the results of this form to all respondents. I am going to go ahead and check this box. That way as my staff members complete the survey, they can also then look at the results to understand how they should be communicating with the rest of the staff.
And the last thing, is I'm going to ahead and allow responders to edit responses after submitting. So just in case, throughout the year, if they have a phone number or an email change, they can go back into this particular form and change their answers. So at this point, my survey looks pretty good. I'm going to go and click Send Form. Now even though I've created the survey, we have to find a way to get it out to the particular users. So the same way that we share a document, we can actually go ahead and share the survey. When we choose to share the survey with someone, they're going to receive a link to the survey in their email. If they're a Google App for Educator user, they can actually take the survey directly inside their email box.
If they're not, then they can click on the link, go to the page, and complete the survey. I'm going to go ahead and enter in the teachers group that we created, so that it'll automatically send this out to every teacher in the building. Since everything looks good, I'm going to go ahead and click Send. Now that we've actually sent the survey out, we need to go ahead and create a form to store the survey responses. By default, Google is going to create a form that has the name of the survey, followed by the word Responses in parentheses. I can also choose to add these to an existing spreadsheet. Because we don't have a spreadsheet created, I'm going to go ahead and let Google create a new spreadsheet, and I'm going to go ahead and click Create.
So at this point we've created a staff survey, as well as a Google spreadsheet to record those responses. I'm going to go ahead and head back to the Google Drive to see what this looks like. Here in the Google Drive, I can see the survey that's been created. I could also click on this survey to go in and edit it. I also can see the survey response sheet that Google created for me. When I click on the survey response sheet, I can see that there's columns, and each column represents a question from the survey. Here, as users go through and respond to the survey, there will be a time stamp, their user name and then all of the information they filled in the survey. And this sheet has also now have been shared with everyone on the staff so the entire staff can quickly look at the communication preferences for everyone else.
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